Coeus Premium Institute Proposal Guide Overview & Field Definitions

Coeus Premium Institute Proposal Guide Overview & Field Definitions Johns Hopkins University Office of Research Information Systems Coeus 4.3.5, September 2009

Table of Contents Institute Proposal Overview... 3 Navigation and Toolbars... 3 Searching the Institute Proposal Module... 5 Exact Match Searching... 6 Conduct a search using Title... 7 Viewing a record... 8 Wildcard Searching... 9 And/Or Searching... 10 Field Definitions for Institute Proposals... 13 2

Institute Proposal Overview The Institute Proposal Module contains proposals that have been submitted to sponsoring organizations for funding. Each proposal that has been officially submitted by the organization to the external sponsor and is assigned a unique identifier. Through this identifier, the user can view basic data on funding source, title, department, principal investigators, and amount proposed. You can also view indirect costs, cost sharing and special review information. Coeus is designed to allow users to view current and pending proposals per Principal Investigator. Once a proposal is funded, the information in the Proposal Module forms the basis of the award. The Institute Proposal module can only be viewed in Coeus Premium. There are two methods of creating an Institute Proposal record: a proposal development record that has been submitted by Research Administration or an Electronic Information Sheet (eis) record submitted to Coeus by Research Administration. The Institute Proposal module contains historical data on proposal submissions dating back to FY96 (data prior to FY06 was converted from the legacy system, ReSource). Navigation and Toolbars Coeus Main Toolbar Institute Proposal Search Screen Toolbar Icon Action Icon Action Create a New Proposal Add or Display Notes about Proposal Correct Proposal Medusa; Displays relationships between Awards, Proposals, and Subcontracts Display Existing Proposal in view-only mode Sort the Proposal entries in the displayed list Create a New Entry/ Sequence for a Proposal Search for a Proposal entry IP Review (Currently not used.) Save changes on Proposal or Save data in displayed list Link to Negotiation related to Proposal Close the Proposal window 3

Institute Proposal Toolbar (when Viewing an Institute Proposal record) Icon Action View next institute proposal on search results list. View previous institute proposal on search results list. Generates a pdf proposal summary (similar to the eis) which can be printed, emailed, or saved. View the notepad notes for the institute proposal. Medusa; Displays relationships between Awards, Proposals, and Subcontracts Send mail notifications with a link to this Institute Proposal record. Save is only available to Research Administration offices. Close the Institute Proposal. 4

Searching the Institute Proposal Module When you open most Coeus modules, a search screen immediately appears. To access the Coeus Institute Proposal module, from the File menu select Maintain>Institute Proposals. If this menu option is dimmed, it means you do not have the correct authorizations to view Institute Proposal records. Coeus user accounts and role maintenance is performed at the department, lab or center level. Contact your department administrator, or email coeushelp@jhu.edu, to find out who is responsible for maintaining your Coeus user account. In this case, the Institute Proposal search screen appears. Notice that there are several columns. You can use the scrollbar at the bottom to view more columns to the right. Each column represents a field in the Proposal module. You can search for a proposal using any of these columns. For example, if you know the proposal s title, you can search for it using the Title column. There are two ways to search: exact match searching and wildcard searching. In both methods, you can use the and/or search functionality. 5

Exact Match Searching The following fields are available as search criteria: Institute Proposal Number Search based on the Institute Proposal number (or some part of it by using wildcards) Proposal Type Search based on the type of proposal (see Proposal Type table definitions below) Status Search based on the status of the Institute Proposal record. Science Code Search based on the drop down list of Science Codes. Account Number Search based on the last 7 digits of the SAP GM Sponsored Program number. Title Search based on the project title. Department Number Search based on the first 8 digits of the SAP Cost Center. Unit Name Search based on the name of the Department, Lab or Center. Investigator Search based on Investigator name. This search will return all records where the person identified is named as a Principal Investigator, Multi Principal Investigator, or Co Investigator. Sponsor Code Search based on the SAP Sponsor Code. Sponsor Name Search based on sponsor name. Announcement # Search by the funding opportunity announcement (must have been entered in proposal development or the eis). CFDA # Search by CFDA (must have been entered in proposal development or the eis) Has Subcontract Drop down menu with Yes or No as criteria. Used to find Institute Proposal records which contain a subcontract as part of the proposal. You will use the horizontal scroll bar at the bottom of the search criteria window to view additional columns to the right. *Additional search criteria may be added to this window as business needs change. 6

Conduct a search using Title To perform an exact match search using the Title column, you enter the exact title of the proposal and then click on the Find button at the right. The results of your search are displayed in a new window inside Coeus (see image on next page). The results will show all proposals with the exact title that was typed in. In this case there were four matches. The search results can be sorted by any of the column heading by simply clicking on the column header. To reverse sort, click twice. To return the results to the default sort order, click three times. You can also export the search results to Excel by selecting the Save As icon. 7

Viewing a record To view details of the Institute Proposal record your Coeus user profile must have the role to perform this task (View Institute Proposal) for the unit. To view the proposal (the record highlighted in blue) in the search results list, doubleclick on it or click on the Display Proposal Icon (see Icon reference table above): You will learn more about viewing the Institute Proposal information later in this guide. For now, close the Institute Proposal search results window by clicking on the X at the top right of the proposal's window (NOT the X at the top right of the Coeus window!).you should now see the search results again. If your first search didn't turn up the proposal you were looking for, you can open the search window again by clicking on the magnifying glass button: 8

If your search did not turn up any results, you will select the OK button to modify your search criteria: A common mistake is for users to assume all of the search fields are empty when in fact there is text in one of the fields not in view (you need to scroll right to see it). This will cause your search to be inaccurate. For an exact match search to be successful, the information must be typed exactly. Since it is possible that you will not know the exact title of the proposal, or that you may type it wrong, it's usually best to conduct a wildcard search. Wildcard Searching Use the asterisk * to tell Coeus that you will be performing a wildcard search. A wildcard tells Coeus "anything could go here". An asterisk at the end tells Coeus to return all records that begin with whatever you type. An asterisk at the beginning tells Coeus to return all records that end with whatever typed. An asterisk on both sides tells Coeus to return all records that contains whatever you type. Most users prefer to use the contains wildcard search to increase the likelihood that all desired records will be retrieved. An asterisk by itself tells Coeus to return all records for that field. There are some searches where the use of the asterisk alone would adversely affect system performance. The system will alert you to modify your search criteria to retrieve fewer results: 9

To demonstrate use of the wildcard search, in the field for Project Title, you can use the wild card as follows: Novel* will return all institute proposal records where the project title begins with the word Novel. *Novel will return all Institute Proposal records where the project title ends with the word Novel. *Novel* will return all Institute Proposal records where the project title contains the word Novel. And/Or Searching Coeus can be searched using multiple criteria. For example, to find Institute Proposals that contain the word "Novel" in the title AND that are pending, enter the Title search as before, then choose the Pending option from the Status column (when you click on the Status field, a drop down list will automatically appear). Make sure you do this in the same row as the Title search. Results: Coeus can also be searched using either/or logic. For example to find proposals that contain the word "Novel" in the title OR the word "Genetic" in the title, enter the Title search as before, then enter another Title search in the next row. 10

Results: To summarize "and/or" searching: "And" searching occurs when you put more than one search criterion on the same row and will only return results that have both criteria. "Or" searching occurs when you put search criteria on more than one row and will return results that have either criterion. Searching for a Range Say you wanted to search for the Funded ARRA proposals submitted in FY09 for Investigators in the Department of Medicine. The criteria you would enter on the first row Institute Proposal 09*, Status Funded, Science Code ARRA, Department Number <= 17046000, and on the second row, Department number and >=17046999 (assumes you know that the Unit numbers for the Department of Medicine are consecutive numbers between 17046000 and 17046999). This is how you enter the search criteria: 11

Read the criteria as FY09 Institute Proposals that are Funded, flagged with the ARRA science code for Department numbers that are greater than or equal to 17046000 and that are also less than or equal to 17046999. When you do this type of search it is very important to insert the word and in the second row. Without it, Coeus would return all unit numbers. (Without the and you would read the search criteria as Department numbers that are greater than or equal to 17046000 or Department numbers that are less than or equal to 17046999 this logic includes all department numbers.) Search Results 12

Field Definitions for Institute Proposals In the Institute Proposal module there are several panels that display various fields that contain information about a given proposal. The screens are designated by the tabs that are located on the top of the Institute Proposal window. The source of the information in the Institute Proposal fields is the eis or the Proposal Development Record. The following section will define the fields that are within each tab: Proposal Tab This tab contains general information about the Proposal. Within this tab you will find the following fields: 1. Proposal No. The unique identifying number of a proposal; assigned by Coeus. The Institute Proposal number has the following site logic FYFMXXXX, where the first two digits represents the Fiscal Year, the second two digits represents the Fiscal Month, and the last four digits are sequentially assigned. Example: 09101234 indicates the proposal was submitted in April 2009, where April is the 10 th fiscal month in Fiscal Year 2009. 2. Seq. No. Coeus generates a sequence number when a new proposal is created or a new entry is made to an existing proposal. The Sequence number will default to 1 when a proposal is first created. 3. Award Number This is the Coeus Award number created by the SAP GM award interface. The Award Number field connects a proposal to an existing award. 13

4. Status Current status of the proposal. The following are the status options that can be selected: Pending, Funded, Not Funded, Withdrawn and Void. When a new institute proposal record is created, the Status will default to Pending. Research Administration is responsible for maintaining this field on the Institute Proposal record. It is very important that you notify Research Administration if you know a proposal will not be funded or has been officially withdrawn. The system will automatically change the status to Not Funded for records where the Proposed Start date is 366 days ago. This data element is used to calculate Success Rates. Records with the status of VOID are routinely deleted from the database. VOID is used by Research Administration to indicate the record was created in error and should not be reflected in any official University reporting. 5. Title The title of the proposed project. The Title field is populated from the Proposal Log selected. 6. Proposal Type The nature of the funding request. This field defaults from either the proposal development record or the eis record. The following are the Proposal Type Definitions: New An application that is being submitted to a sponsor for the first time. Renewal Proposal that requests an additional award that will continue funding a previously awarded study and has either an announced open competition for the existing award or is not open to competition but also is not guaranteed to be funded. A renewal application competes with all other applications and must be developed as fully as though the applicant is applying for the first time. Proposals of this type will receive a new SAP Grant record created. Continuation A progress report that must be submitted to receive an increment of funding from a previously awarded amount. This proposal type allows departments to workflow business documents and address research compliance areas. This proposal type will not create an Institute Proposal record and will be excluded from Institutional Success Rate calculations. Revision An application that proposes a change in the sponsor s financial obligations or contingent liability from an existing obligation. / Request for additional funds for a current award to expand the scope of work. Applicants should contact the awarding agency for advice on submitting any revision / supplement application Resubmission Revision of a previously submitted and possibly still PENDING proposal. Think 2nd or 3rd attempted at getting a project funded. These 2nd or 3rd attempts should always create a new Institute Proposal number. This proposal type should also be used to process administrative revisions, where the sponsor requests a change in proposed scope/budget. If used in this scenario, Research Admin will sequence the original Institute Proposal record instead of creating a new record. Task Order A proposal requesting funds for work or services to be conducted under an existing Master Agreement (a Master Agreement is a type of contract for services that does not procure or specify a firm quantity of services except through the issuance of individual Task Orders) No Cost Extension This proposal type allows department end users to workflow necessary business documents and address research compliance areas (protocols, COI, etc). Pre Application An application that applies only to preliminary proposals (white paper) that require submission through OSP. Some NIH/NSF program solicitations require or request submission of a preliminary proposal in advance of submission of a full proposal. NIH must go through G.G with the submission status of Preapplication; NSF Pre Proposals must go through FASTLANE and NSF will determine who will be invited to submit full proposals. 14

Negotiation only This proposal type allows department end users to workflow necessary business documents and address research compliance areas (protocols, COI, etc) for proposals that do not include dollar amounts (MTA agreements, Non disclosure agreements, confidentially agreements, MoU, LOI, etc). Once the Institute Proposal number is created, the Research Administration office can use the Coeus negotiation module to track negotiation activities related to the agreement. Institute Proposal records with this type will be excluded from Institutional Success Rate calculations. Internal Application A proposal for funding by JHU (e.g. SoM: Clinician Scientist Awards) or a proposal for interdivisional coordinated programs requiring JHU internal peer review (e.g. NIEHS Superfund Basic Research and Training Program). Proposals of this type will not create an Institute Proposal number and will be excluded from Institutional Success Rate calculations. 7. Sponsor Prpsl No. ID Number assigned by a Sponsor to the Proposal after it has been submitted to them. 8. Account The last 7 digits of the SAP GM Sponsored Program (also known as the SAP Internal Order) assigned by Sponsored Projects Shared Services to the SAP Grant linked to that proposal. 9. Activity Type Categorizes the type of activity for which support is being requested. The following are the Activity Types that can be selected: Organized Research, Instruction, Other Sponsored Activity, and Clinical Trial. 10. NSF Code The NSF designated field that defines the body of work. Johns Hopkins does not use this field and therefore the data is not maintained. 11. Notice of Opportunity Identifies the request (i.e.rfp) the proposal was submitted in response to. If proposal was not in response to a specific RFP select Unsolicited. 12. Sponsor The external funding agency to whom proposal was submitted. If proposal is funded the sponsor enters into an agreement with the University to support research, instruction, or other sponsored activities. Sponsors include federal, state, and local governments, private businesses, corporations, foundations, not forprofit organizations, universities and foreign entities. 13. Prime Sponsor The agency that is the source of funds to the University s sponsor. For example, the University of Maryland (UMD) receives an award from the National Institutes of Health (NIH) and subcontracts a piece of work to JHU. JHU s sponsor is UMD and our prime sponsor is NIH. 14. Request Start Date Initial Period The date project/program is anticipated to begin; i.e. estimated start date. Total Period The date project/program is anticipated to begin; i.e. estimated start date. 15. Request End Date Initial Period The date the first project/program is anticipated to end; i.e. project end date. Total Period The date the last project/program is anticipated to end; i.e. project end date. 16. Total Direct Cost Initial Period The dollar amount requested for direct costs for the first obligation period. 17. Total Period The dollar amount requested for direct costs for all obligation periods. 18. Total Indirect Cost Initial Period The dollar amount requested for indirect costs (F&A) for the first obligation period. 19. Total Period The dollar amount requested for indirect costs (F&A) for all obligation periods. 20. Total All Cost Initial Period The sum of the dollar amounts requested for direct and indirect costs for the first obligation period. 15

21. Total Period The sum of the dollar amounts requested for direct and indirect costs for all obligation periods. 22. Headcount (Grad Students) Currently Not Used. 23. Person Months (Grad Students) Currently Not Used. 24. Account Type Identifies the general ledger account type associated with the proposal. The University is only tracking sponsored programs in Coeus; therefore, the research button is selected in all cases. 25. Subcontract The Subcontract checkbox indicates that a portion of the work is expected to be completed by another organization; i.e. a subaward will be issued. 26. Prop Create Date The Proposal Create Date is generated by Coeus when the proposal record is initially saved. 27. Initial Contract Admin Currently Not Used. 28. Last Update The last date the record was modified. Generated by Coeus when the record is updated and saved. 29. Update User The username of the last person that modified the record. Generated by Coeus when the record is saved. 30. Summary / Comments Additional notes/comments about the proposal. 16

Mailing Info Tab This tab contains information about how the proposal was sent. The Account field is not used. Deadline Date Represents the sponsor s deadline date. Deadline Type Indentifies where the deadline is by postmark or by receipt. Mail By Identifies where the Research Administration office or the Department is responsible for mailing the proposal. Type Identifies the method of proposal submission (DHL will be changed to Express Courier). No of Copies Used to indicate the number of copies of the proposal the sponsor requires. Account Not Used. Address Used to indicate the mail to address, which may be different from the sponsor s corporate address. This uses the Coeus Rolodex, so you may to create a rolodex entry (Coeus User Role Rolodex Maintainer is required in order to create rolodex entries). Comments Used to store notes/comments regarding the proposal submission. 17

Investigators Tab This tab contains information about the Principal Investigator, Multi Principal Investigators, Co Investigators, and Units involved/associated with the Proposal. The % Effort field is populated from either the proposal development record or the eis. The pointing finger in the top section indicates which row is selected. Departmental information about the investigator in that row is displayed in the section below. Clicking on a different investigator will display corresponding information below. Person Name The name(s) of the Investigator(s) as listed on the proposal development record or the eis. PI The Principal Investigator check box indicates whether or not this person is considered the primary or lead Principal Investigator for the proposed project. Multi PI The Multi PI check box indicated whether or not this person is considered a Principal Investigator. Note the individual with both the PI and Multi PI check box is the contact PI for the sponsoring agency. Faculty The Faculty check box indicates that the selected person is a faculty member. This information defaults from the person table. % Effort The percentage of the total effort of that individual, devoted to the proposed project, calculated on an annualized basis, as listed on the proposal development record or the eis. 18

Academic Year Effort The percentage of the total effort of that individual in an Academic Year, as listed on the proposal development record. Summer Year Effort The percentage of the total effort of that individual in a Summer Year, as listed on the proposal development record. Calendar Year Effort The percentage of the total effort of that individual in a Calendar Year, as listed on the proposal development record. Lead The Lead checkbox indicates the department/unit with overall administrative responsibility for the proposed project. Number The department/unit code for the department(s) specified on the proposal. The Department Number defaults from the person table and is dependent on the Person Name (of PI) highlighted. The Department Number is changed if the Investigators home department is not the proposal submission department. Name The Department, Lab or Center Name for the department(s) specified on the proposal. The Name is dependent on the department number selected. This information is from the Unit Table and cannot be changed. The Department Name is changed if the Investigators home department is not the proposal submission department. OSP Administrator The primary Research Administration contact person for the Unit. Proposal Administrator Currently not used Credit Split button Not used by Johns Hopkins. You can view the Investigator s current and pending report. From the menu select File > Current and Pending Report... 19

In the dialog box that appears, select an investigator and click the OK button. A new window will open with a tab for the investigator's current support and a tab for the investigator's pending support. Current Support is based on the status of SAP Grants and Sponsored Programs. If the status in SAP is Awarded Active, the records will appear as Current in Coeus. Please contact Sponsored Projects Shared Services if you believe the status is incorrect. This view shows all records where the person is flagged as Principal Investigator, Multi PI, or Co Investigator. This data can be exported to Excel for editing and formatting based on sponsor s requirements, or printed to a pdf file. 20

Cost Sharing Tab This tab identifies any proposed project costs not borne by the sponsor but borne by the University. There are six general categories (types) of cost sharing that the University tracks. Cost Sharing Tab fields Note If cost sharing information is completed in the proposal budget development module, it is carried forward to this tab. Percentage Use if cost sharing will be split among more than one source account. Type The six general categories of cost sharing that the university tracks. The following is a list of the Cost Sharing types: Equipment, Equipment funded by VPR, F & A (Indirect Costs), F & A (Indirect Costs) funded by VPR, Other Direct Costs, and Salary & Fringe Key Personnel. Fiscal Year The estimated fiscal year for each cost sharing commitment type. Amount The dollar value of each type of Cost Sharing for a particular fiscal year. Source Account The SAP cost center or internal order number(s) that identify where the cost sharing commitment are from; gift, endowment, and other non sponsored accounts. Comments Comments or notes about the Cost Sharing. PLEASE CONTACT YOUR RESEARCH ADMINISTRATION OFFICE WITH QUESTIONS RELATED TO COST SHARING POLICY. 21

IDC Rates Tab This tab contains information about the F&A / Indirect Cost Rate(s) (IDC) associated with the proposal. The rates are entered for each fiscal year of the proposed project period. IDC rates Tab fields Rate The IDC rate that will be applied for a particular fiscal year. Type Fiscal Year The fiscal year for which that IDC Rate applies. Campus Indicates where the preponderance of activity will occur i.e. ON on campus, OFF off campus. Under recovery Source Account Comments Comments or notes about the IDC rates. 22

Special Review Tab This tab contains information pertaining to the regulatory and institutional issues associated with the proposed project. Special Review Tab fields Special Review Any special reviews for the proposal are listed here. Examples include: Animal Usage, Human Research Participants, Recombinant DNA, etc, as listed on the proposal development record or the eis. Approval The status of the special review as listed on the proposal development record or the eis. Protocol No. The protocol/approval number for the special review as listed on the proposal development record or the eis. Appl. Date The application data of the special review as listed on the proposal development record or the eis. Appr. Date The approval date of the special review as listed on the proposal development record or the eis. Special Review Comments Special instructions or other pertinent information regarding Special Reviews for the proposal (also used to track Exemption Code for Human Subject Exempt Protocols) as listed on the proposal development record or the eis. 23

Science Code tab Used to track key words associated with proposals, or targeted populations served by the proposal. The current Science Code table entries are: AIDS/HIV Cancer Vaccine Women s Health Internal Proposal Hopkins Maryland Baltimore Career Award International Programs Foundation Relations HIPPA Confidentiality Agreement ARRA (American Recovery and Reinvestment Act) These are as listed on the proposal development record or the eis. This data is sent to the SAP Business Warehouse and used in reporting. This can also be used as a Search Criteria for the Institute Proposal module. 24

IP Review Tab This tab is used to record and communicate background Intellectual Property reviews that are performed on proposals to industrial/commercial sponsors. This tab is not maintained at JHU however we may build an interface from Tech Transfer to capture some of this data. IP review tab Fields: Date submitted IP is used to track the date the proposal was sent to for review. Review Requirement examples include [Expedited; Other; Special; or Standard] as defined locally and entered in Proposal Code Table. Date From IP track the date the review results were returned from review Review Result select a result (code table maintained) see example list below: A No Inventions Disclosed to TLO B1 Inventions Disclosed, but not related to the proposals B2 STOP there is IP disclosed which IS related and it is NOT available for this project B2R IP disclosed, related to this proposal, is available 25

Reviewer search and select the name of the IP reviewer (maintained in Person Table). Comment text block available for maintainer comment. IP Reviewer Comment text block available to insert pertinent IP reviewer comment. Activity panel Select IP Review Activity Type (code table list) to describe discussions related to review Activity Date enter a date for the activity type selected Comments maintain comments related to activity. 26

Others tab used to track custom fields created by JHU CUFS ID Displays the legacy system CUFS account number for converted ReSource records eis ID Displays the eis record used to create this Institute Proposal record Exported to COI Displays the last date data was sent to the Conflict of Interest database. ReSource ID Displays the legacy system ReSource ID for converted ReSource records. 27